FINANCIAL AID SUPERVISOR - San Jose Evergreen Community College District in San Jose California

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San Jose Evergreen Community College District

San Jose, California

United States

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Detailed Job Description

Evergreen Valley College


Financial Aid

Position Purpose

Under the direction of Financial Aid Director or assigned administrator, the Financial Aid Supervisor organizes, coordinates and supervises day-to-day technical processes and general operations in the financial aid office; trains, supervises and evaluates the performance of assigned staff; provides financial aid system training and support to staff and/or student employees; ensures compliance with relevant regulatory requirements; and serves as the Director of Financial Aid in his/her absence.

Duties and Responsibilities

The Financial Aid Supervisor takes responsibilities in planning  and  developing  methods  and  procedures  to  implement,  and  administering  the overall activities of a financial aid department at a college site. The position supports the development and administration of the college’s Financial Aid Program in compliance with federal, state and applicable laws, policies and regulations.

  1. Plan, organize, coordinate, and supervise the day-to-day operations of staff to ensure efficient delivery of services to students, faculty, staff and the community at large.
  2. Supervise and evaluate the performance of assigned staff; interview and participate in selecting employees; train, counsel, and discipline personnel according to established policies and procedures.
  3. Provide detailed information to students, parents, faculty, and staff concerning the financial aid process, programs available, etc.
  4. Determine  eligibility  for  financial  aid  and  awards Cal  grants,  Pell  and  campus-based aid and state aid programs.
  5. Prepare and submit project proposals and a variety of state and federal reports or electronical data and statistics.
  6. Maintain and update office procedures and inform staff of changes from the district, state and/or federal agencies.
  7. Provide information and general technical direction for Financial Aid staff in regards to correct student system errors, situations or concerns.
  8. Coordinate with District ITSS to provide technical solutions regarding the campus financial aid system and assistance as needed in the day-to-day usage; test and practice patches/upgrades under the guidance of ITSS.
  9. Reconcile financial aid grant program accounts in-house and with the Finance Office on a monthly basis.
  10. Assist in the preparation and administration of annual program budgets and preparation of recommendations and justifications regarding budget requests. Maintain financial aid program expenditures and records of financial aid grant programs.
  11. Maintain compliance standards for federal and state financial aid programs. Ensure conformance to federal, state, and District policies, procedures, and regulations.
  12. Attend  and  conduct  a  variety  of  meetings  as  assigned;  participate  on  campus  and  community  committees  promoting the needs and interests of financial aid students; prepare agendas for meetings as appropriate.
  13. Coordinate the scholarship program to ensure timely availability of and access to application materials; provide leadership to the scholarship committee; ensure timely notification of award recipients; coordinate the annual scholarship awards ceremony and reception.
  14. Assure proper accounting and disbursement of financial aid monies according to established procedures in addition to appropriate reconciliation work.
  15. Act as a liaison between the District Foundation office and the Financial Aid office.
  16. Perform other related duties as assigned.

Knowledge, Skills, and Abilities


  1. Applicable laws, codes, regulations (Title IV), policies, procedures, etc. related to financial aid and scholarships.
  2. Specialized functions, programs, activities and operations of the Financial Aid Office.
  3. Knowledge and familiarity with various Department of Education software, word processing, spreadsheets, databases and financial aid systems.
  4. Interpersonal skills using tact, patience and courtesy.
  5. Correct English usage, grammar, spelling, punctuation, and vocabulary.
  6. Principles and practices of supervision, training, and providing work direction.
  7. Oral and written communication skills.
  8. Budget preparation and record keeping.
  9. Operation of office machines including computer equipment and software.
  10. District policies and procedures.
  11. Functions, programs, activities, operations, and program reporting requirements

Skills and Abilities to:

  1. Supervise, organize, train and evaluate the work of technical and clerical personnel.
  2. Recommend and implement goals and objectives of the assigned program.
  3. Prepare reports and meet deadlines.
  4. Collaborate with administrators and other members of the campus community in financial aid services.
  5. Analyze situations accurately and adopt an effective course of action.
  6. Operate a computer using a variety of software programs.
  7. Establish and maintain cooperative-working relationships with those contacted in the course of work.
  8. Interpret, apply and explain rules, regulations, policies and procedures. 
  9. Work independently with a minimum of supervision.

Minimum Qualifications


1. Bachelor’s degree in a related field.

2. Three years of relevant experience in a Financial Aid Office, including supervisory or related leadership experience.

3. Demonstrated sensitivity, knowledge, and understanding of the diverse academic, socioeconomic, gender, gender identity, cultural, disability, and ethnic backgrounds of the students we serve and sensitivity to and knowledge and understanding of groups historically underrepresented, and groups who may have experienced discrimination.

4. Success integrating diversity as appropriate into the major duties outlined in the job description and in the duties listed in the District’s hiring policy or demonstrated equivalent transferable skills to do so.

Desired Qualifications

1. Bilingual in Spanish or other languages.

2. Experience in financial aid administration.

Salary Range

$66,738 - $83,311 Annual Salary (Range S-115: Supervisory Salary Schedule Fiscal Year 2014-2015). Starting placement is generally at Step 1.

About San Jose/Evergreen Community College District

The District is represented by dedicated and talented employees who are passionate about providing our student population with the best educational experience possible. The District recognizes that cultural diversity in the academic environment promotes academic excellence; fosters cultural, racial and human understanding; provides positive roles models for all students, and creates an inclusive and supportive educational and work environment for its employees, students, and the community it serves.

The District encourages a diverse pool of applicants to serve as colleagues to an existing diverse faculty consisting of 14% Hispanic/Latino, 22 % Asian/Pacific Islander, 7% Black/African American, 1% American Indian/Native American, 52% White/Caucasian, and as well as encouraging applications from all qualified, outstanding applicants.

Equal Opportunity Employer Statement

San Jose/Evergreen Community College District is an Equal Opportunity Employer committed to nondiscrimination on the basis of ethnic group identification, race, color, language, accent, immigration status, ancestry, national origin, age, gender, gender identity, religion, sexual orientation, transgender, marital status, veteran status, medical condition, and physical or mental disability consistent with applicable federal and state laws.

Keyword Phrases

  • Financial Aid
  • cultural diversity promotes academic excellence
  • two campuses in Silicon Valley
  • modernization initiative
Employment Type:Administrative Staff
Degree Required: Not Specified
Experience: See Job Description
Level of Job: Supervisor
Salary: See Job Description
Type of School:2 - Year Institution / Technical
Application Requirements: CV/Resume
Cover Letter